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Administrative Coordinator_Job Description_Community Development_2014 Municipality of the District of Chester Position Description Position Title: Administrative Coordinator – Community Development Salary Band: Individual Contributor Reports to: Director of Community Development Status: Full Time Classification: Administrative Location: 186 Central Street, Chester Hours: 8:30 a.m. to 4:30 p.m. (Summer Hours 8:00 a.m. to 4:00 p.m.) Updated: July 2013 ___________________________________________________________________________________________________________ SCOPE Coordinate the activities of all administrative staff in the Community Development Department. Provision of administrative services to Community Development Staff. Organize and operate the building services, fire inspection, and by-law enforcement office functions on a day-to-day basis. QUALIFICATIONS Office Administration Diploma or equivalent experience.  Five years as an Office Administrator in a similar business environment.  Good working knowledge of Business English, spelling and Mathematics.  Superior organizational, multi-tasking, and time management skills.  Familiar with office practices and procedures.  Knowledge of computer operations.  Familiarity with the Nova Scotia Building Code would be an asset.  Certificate in National Advanced Certificate in Local Authority Administration (NACLAA) would  be an asset. Experience in recording and preparing meeting minutes.  Ability to work unsupervised.  Willing to work evenings or travel for meetings/training when required.  Familiarity with the municipal government legislation would be an asset.  Administrative Coordinator (continued) ________________________________________________________________________________ SUMMARY OF FUNCTION Principle Duties and Responsibilities: GROUP 1 – PUBLIC RELATIONS 1.Communicate and interact with the general public, providing information and assistance in person, by telephone, and electronically. 2.Act as first point of contact for general public, including performing duties of receptionist. 3.Provide courteous and positive public relations with internal and external customers. 4.Assist in the preparation and distribution of notices/ads for meetings and distribution of agendas and information packages for committee meetings. GROUP 2 – INFORMATION PROCESSING AND RECORDS MANAGEMENT 1.Assist in the development, production and maintenance of records for the annual budget of the Community Development Department. GROUP 3 – ADMINISTRATIVE 1.Coordinate and manage the day-to-day operational and administrative activities of the Community Development Department. 2.Supervise administrative staff and casual administrative staff. 3.Assist in the process of hiring casual and summer staff including: placing advertising, organizing interviews, and developing policy for summer staff to follow. 4.Assists with the production and confirmation of legal documents as well as Order and Summary Offence tickets in conjunction with the Solicitor’s Office, the Chief building Official and other agencies as required. 5.Handle or direct casual staff to handle all monies submitted to the office or sent out and maintains the records of such transactions. 6.Preparation of files and establishment of a bring-forward system. 7.Coordinate the preparation and typing of minutes for Committees of Council supported by community Development Staff. 8.Oversee the completion of monthly reports for Stats Canada and Canadian Mortgage and Housing Authority. 9.Coordinate, develop, and maintain written procedures/office manual for all duties and responsibilities related to administration within the department. 10.Coordinate purchasing of supplies and materials, including management of supply budget for Community Development Department. 2 | Page Administrative Coordinator (continued) ________________________________________________________________________________ GROUP 4 – APPLICATION PROCESSING 1.Provide applicants with the appropriate forms and instructions after determining the type of permits required. 2.Assist with the preparation of building and development permits as required. 3.Research and provide information of the completion of the building permits. 4.Ensure that a record is maintained of all applications for permits. 5.Ensure that signed permits are distributed to applicants. GROUP 5 – TEAM WORK 1.Work cooperatively with other Community development Department staff and Municipal Staff to ensure the delivery of quality services to customers. 2.Perform the duties of receptionist and provide assistance to the Building Official and Fire Inspector in all facets of the office administration. 3.Assist in the process of hiring summer staff including: placing advertising, organizing interviews and developing policy for summer staff to follow. 4.Perform such other duties as may be assigned by the Director of Community Development or Building Official. 5.Project management. 6.Complete administrative duties associated with contract for providing Building and Fire Inspection Services for the Town Mahone Bay. 7.Represent the Community development Department on internal committees as required. 8.Support Emergency Operations Centre during emergencies. DIRECT SUPERVISORY RESPONSIBILITIES 1.Community Development Administrative Staff 2.Summer Staff CONTACTS 1.Director of Community Development 2.Provincial and Federal Departments 3.General Public 4.Members of Council and staff 3 | Page